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File #: 19-1286    Version: 1
Type: Agenda Item Status: Approved
File created: 8/20/2019 In control: Board of Supervisors
On agenda: 9/17/2019 Final action: 9/17/2019
Title: Treasurer-Tax Collector recommending the Board approve and authorize the Chair to sign Amendment III to Agreement for Services 65 (030-S0211) with PCI LLC, dba PCI Software Solutions LLC, to change from annual to quarterly invoicing, with no change to the term or amount of the agreement. FUNDING: General Fund.
Attachments: 1. A - Amend III AGMT, 2. B - LSR Amend III AGMT, 3. Executed Agreement for Services # 65
Related files: 19-0490, 13-1321

Title

Treasurer-Tax Collector recommending the Board approve and authorize the Chair to sign Amendment III to Agreement for Services 65 (030-S0211) with PCI LLC, dba PCI Software Solutions LLC, to change from annual to quarterly invoicing, with no change to the term or amount of the agreement.

 

FUNDING:  General Fund.

Body

DISCUSSION / BACKGROUND

The Treasurer-Tax Collector's agreement with PCI for Revenue Collection System (RCS) software licenses states, "For services provided herein pursuant to the software license fee, County agrees to pay Consultant annually in advance."

 

It is anticipated that the number of users will be reduced by calendar year end with the implementation of HdL Software for Business License, Transient Occupancy Tax and Cannabis Tax, reducing the cost under this contract.  Therefore, the vendor was contacted to request changing to quarterly invoices instead of annual and they have agreed to provide quarterly invoices, in anticipation of a change in the need for services under this contract. A recommendation to enter into a contract with HdL for related services is included on the September 17, 2019 agenda (#19-1228).

 

ALTERNATIVES

The Board of Supervisors could choose to not authorize Chair to sign Amendment III and payment for the annual invoice would be initiated.  When number of users is reduced, the Treasurer-Tax Collector's department could request a refund from PCI for months not utilized.

 

PRIOR BOARD ACTION

On November 20, 2001, the Board approved agreement 030-S0211 (FENIX #65) with Professional Consultancy International, Inc. to provide Revenue Collection System software licenses.  The Board subsequently approved amendments to the Agreement to add additional users license (File 08-1677, item 34) and change the company's name to PCI LLC (File 13-1321, item 12).

 

The Board of Supervisors approved the continuation of the perpetual agreement between the Treasurer-Tax Collector and PCI, LLC for software support and service on May 14, 2019 (File 19-0490, Item 12).

 

OTHER DEPARTMENT / AGENCY INVOLVEMENT

Procurement and Contracts

County Counsel

 

CAO RECOMMENDATION / COMMENTS

It is recommended that the Board approve this item.

 

FINANCIAL IMPACT

No change to net county cost as budgeted funds may be redirected to be utilized for HdL Business License software and IT costs. Funding for this is included in the FY 2019-20 budget.

 

CLERK OF THE BOARD FOLLOW UP ACTIONS

1. Board Chair to sign two (2) originals of Amendment III.

2. Board Clerk to return two (2) signed original Amendment III to Treasurer-Tax Collector.

 

STRATEGIC PLAN COMPONENT

Good Governance

 

CONTACT

Karen Coleman

Treasurer-Tax Collector